NIH Competency Development Project

Equal Employment OpportunityAssistant

Behavioral Interview Guide

National Institutes of Health

GS - 361Equal Employment Opportunity Assistant

Behavioral Interview Guide

Behavioral-Based Interview Overview

Behavioral-based interviews focus on discovering how a candidate performed in specific work related situations. This interview technique seeks to uncover how a potential employee actually did behave in a given situation; not on how he or she might behave in the future. The premise behind this technique is that a good predictor of future performance is how someone performed in the past in a similar situation. Behavioral-based interviews are becoming more common throughout industry and government and many candidates are familiar with this technique and are well prepared for these interviews. Candidates can and should draw on previous work related experiences as well as non-work related experiences (e.g., school projects, community involvement) that are relevant to the interview questions.

Behavioral Interviewing Suggested Protocol

  • As much as possible, all questions should relate to experiences that have occurred in the last 2-3 years (best for recollection of behavioral details).
  • All behavioral interview questions should focus on what the interviewee did, said, felt or thought in the past. The interviewer should be looking for phrases such as “I did….”, “I said….” etc.
  • Do not ask questions about what the interviewee would do in a given situation or what they would have done differently. The focus is on what the interviewee actually did/said/thought/felt in the past. If the interviewee uses such phrases as “I would,” the interviewer should probe by saying, “What did you actually do at that time?”
  • The interviewee should focus on what he/she did, rather than what “we” did. While working as part of a team is very common and desirable, it is important to understand what the candidate’s individual role was. The interviewer should probe the interviewee if “We” is used in describing actions. For example, if the interviewee says “We implemented the new payroll system by…..”, it is the interviewer’s job to ask the interviewee what his/her role was and what he actually did (as an individual).

Prior to delving into the detail of each question, ask the interviewee to provide a brief (30 second) overview of the situation by highlighting the beginning, middle, and end. This helps the interviewer to keep the interview on track. For example, if you feel lost in the discussion, you can pause the conversation by asking the interviewee where you are in the story (beginning, middle, or end).

Suggested Introduction to the Interview

  • This is a behavioral interview, which may be different from interviews you have had in the past. A behavioral interview focuses on what you have done, said, felt and thought in past experiences. Please use the first person as much as possible because I am most interested in what you have done, said, thought and felt in the situations. So if you use the term “we” rather than “I”, I may interrupt you to clarify what you did in the situation versus what others did.
  • I am going to ask you specific questions about your experiences and will ask that you try, as best as you can, to only discuss experiences that have occurred within the past 2 or 3 years so that you will be able to recall the details of the situations.
  • I will ask follow-up questions to get as many of the details around what you were doing in the situation. Imagine that I am making a movie of what you were doing in the given situation. I am interested in everything you did, said, thought and felt.

Note: The information provided above offers suggestions for conducting behavioral-based interviews. Interviewers should use this information as a tool and tailor the interview to meet the needs of the individual organization.

Equal Employment OpportunityAssistant
Competency
/
Definition
EEO Program Support and Automation / Provides technical and administrative support to all EEO functions and programs
EEO Laws, Regulations, and Policies / Understands and applies the principles of Federal EEO laws, regulations, and policies
EEO Complaint Procedures and Alternative Dispute Resolution (ADR) / Demonstrates and applies knowledge and understanding the Federal sector EEO complaint process and the use of ADR
Affirmative Employment and EEOC MD-715 / Understands and utilizes the EEOC policy guidance and standards for developing, establishing, and maintaining effective affirmative programs and assists in the preparation of annual reports

EEO Program Support and Automation

Provides technical and administrative support to all EEO functions and programs

Key Behaviors:

  • Uses automation systems to input and retrieve workforce data and to assist in the preparation of EEO reports
  • Coordinates planning and/or scheduling of EEO meetings, training, and related events
  • Coordinates logistical support and provides assistance in all tasks associated with EEO training, special emphasis programs, and special events
  • Develops efficient work flow processes in support all EEO administrative program tasks and functions
  • Identifies administrative/technical problems and provides efficient and effective solutions

Interview questions:

1.Give examples of the office technology and equipment you have used. Please be specific.

2.Describe a time when you were given a project or assignment but the instructions were not clear. How did you handle this situation? What was the outcome?

3.Describe an event or meeting you planned or helped to plan from beginning to end. What challenges did you face? How did you overcome them?

4.What tools have you used in the past to research information? Are there sources that are more accurate than others? Describe your process for finding reliable sources of Federal EEO information?

5.Provide an example of a time when you had to gather and interpret data from various sources in order to identify trends. What challenges did you face? How were these challenges overcome?

Candidate Response:

Interview Summary:

Summarize the situation, behaviors demonstrated and outcomes. Then provide an overall proficiency rating for the competency as defined in the Administrative Officer competency model.
Situation:
Behaviors:
Outcome:
Overall Competency Proficiency Rating: 1 2 3 4 5

EEO Laws, Regulations, and Policies

Understands and applies the principles of Federal EEO laws, regulations, and policies

Key Behaviors:

  • Conveys accurate information to employees and applicants regarding the basic principles of EEO laws, regulations, and policies to Federal employment
  • Researches and stays current with changes in EEO laws, policies and procedures affecting Federal employees
  • Uses EEO knowledge to assist EEO Specialists in the development of EEO reports, documents, procedures and guidelines
  • Understands and applies the principles of Federal EEO laws, regulations, and policies to daily office functions and tasks

Interview questions:

1.How do you stay current on EEO employment laws and regulations? What information sources do you use? Describe your process for evaluating reliable information?

2.Give a recent example of a project, situation, or action in which you demonstrated the depth of your knowledge of Federal EEO laws and regulations. Describe the complexity of your project. Did you experience any challenges? How did you overcome the challenges?

3.Provide an example of a time when an employee or applicant requested your assistance for basic information regarding their rights under EEO law. How did you handle the situation? What was the result/outcome?

4.Provide an example of a time when you had to research information regarding EEO laws and regulations. What sources of information did you use? Explain, which resources are more reliable than others, explain.

Candidate Response:

Interview Summary

Summarize the situation, behaviors demonstrated and outcomes. Then provide an overall proficiency rating for the competency as defined in the Administrative Officer competency model.
Situation:
Behaviors:
Outcome:
Overall Competency Proficiency Rating: 1 2 3 4 5

EEO Complaint Procedures and Alternative Dispute Resolution (ADR)

Demonstrates and applies knowledge and understanding the Federal sector EEO complaint process and the use of ADR

Key Behaviors:

  • Provides assistance on a variety of EEO matters and reports using accurate information and knowledge
  • Conducts pre-complaint counseling and produces an adequate counseling reportwithin the regulated timelines
  • Interviews aggrieved individuals and advices them of their EEO rights and responsibilities and conflict resolution options
  • Collects, analyze, and prepare accurate reports related to allegations of discrimination
  • Protects sensitive and confidential information according to EEO procedures, privacy laws and regulations
  • Prepares EEO complaint records and files information according to standard operating procedures

Interview questions:

1.Describe a time when an employee presented a problem or complaint to you for processing. What did you do to assist the employee? How did you handle the situation? What procedures did you follow? What challenges did you face? How did you overcome the challenges?

2.Explain what tools have you used in the past to research case law and regulations (for example Nexus-lexis; CyberFeds; WestLaw etc.)? What sources have you found to be the most accurate? Please discuss.

3.Describe your level of experience processing Federal EEO complaints; specifically, at the pre-complaint stage. Discuss your role, responsibilities, and experiences in this regard.

4.Describe your level of experience using automated EEO complaints tracking systems. Please discuss what specific tools have you used to assign case numbers and track timeliness.

Candidate Response:

Interview Summary

Summarize the situation, behaviors demonstrated and outcomes. Then provide an overall proficiency rating for the competency as defined in the Administrative Officer competency model.
Situation:
Behaviors:
Outcome:
Overall Competency Proficiency Rating: 1 2 3 4 5

Affirmative Employment and EEOC MD-715

Understands and utilizes the EEOC policy guidance and standards for developing, establishing, and maintaining effective affirmative programs and assists in the preparation of annual reports

Key Behaviors:

  • Possesses knowledge of affirmative employment laws, EEOC MD-715 and HR directives to assist in the development of a results oriented agency EEO program
  • Obtains factual information, prepares statistical data and provides resource support in the preparation of annual MD 715 report
  • Reviews workforce data to identify trends and barriers
  • Develops appropriate graphic analysis summaries to describe various trends
  • Collects and review information for the annual MD 715 status report

Interview questions:

1.Describe a situation that demonstrates your expertise gathering and compiling personnel information?

2.Describe how you used your knowledge and expertise to help prepare a summary report? What was your strategy for obtaining the required information? What challenges did you encounter? How did you overcome those challenges?

3.Describe how you applied your skills in data analysis? What process did you use? What obstacles did you face?Did you offer recommendations?

4.Describe a time when you had to present information to deliver a report. Who was the audience? What challenges did you encountered while presenting the information? How did you overcome them?

Candidate Response:

Interview Summary:

Summarize the situation, behaviors demonstrated and outcomes. Then provide an overall proficiency rating for the competency as defined in the Administrative Officer competency model.
Situation:
Behaviors:
Outcome:
Overall Competency Proficiency Rating: 1 2 3 4 5

NIH Proprietary Information11/9/2019

NIH Competency Development Project

Equal Employment OpportunityAssistant

Behavioral Interview Guide

NIH Proficiency Scale
Score / Proficiency Level / Description
1 / Fundamental Awareness
(basic knowledge) / You have a common knowledge or an understanding of basic techniques and concepts.
  • Focus is on learning.

2 / Novice
(limited experience) / You have the level of experience gained in a classroom and/or experimental scenarios or as a trainee on-the-job. You are expected to need help when performing this skill.
  • Focus is on developing through on-the-job experience;
  • You understand and can discuss terminology, concepts, principles, and issues related to this competency;
  • You utilize the full range of reference and resource materials in thiscompetency.

3 / Intermediate
(practical application) / You are able to successfully complete tasks in this competency as requested. Help from an expert may be required from time to time, but you can usually perform the skill independently.
  • Focus is on applying and enhancing knowledge or skill;
  • You have applied this competency to situations occasionally while needingminimal guidance to perform successfully;
  • You understand and can discuss the application and implications ofchanges to processes, policies, and procedures in this area.

4 / Advanced
(applied theory) / You can perform the actions associated with this skill without assistance. You are certainly recognized within your immediate organization as "a person to ask" when difficult questions arise regarding this skill.
  • Focus is on broad organizational/professional issues;
  • You have consistently provided practical/relevant ideas and perspectiveson process or practice improvements which may easily be implemented;
  • You are capable of coaching others in the application of this competencyby translating complex nuances relating to this competency into easy tounderstand terms;
  • You participate in senior level discussions regarding this competency;
  • You assist in the development of reference and resource materials in thiscompetency.

5 / Expert
(recognized authority) / You are known as an expert in this area. You can provide guidance, troubleshoot and answer questions related to this area of expertise and the field where the skill is used.
  • Focus is strategic;
  • You have demonstrated consistent excellence in applying this competency across multiple projects and/or organizations;
  • You are considered the “go to” person in this area within NIH and/oroutside organizations;
  • You create new applications for and/or lead the development of referenceand resource materials for this competency;
  • You are able to diagram or explain the relevant process elements and issues in relation to organizational issues and trends in sufficient detail during discussions and presentations, to foster a greater understanding among internal and external colleagues and constituents.

NIH Proprietary Information11/9/2019